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CC - CONSENT ITEM: Approval of Amendment No. 3 to the Existing General Services Agreement with Technology Artists for Sound and Lighting Services for City Events to Increase the Not-to-Exceed Amount by $84,880 to an Aggregate Annual Not-to-Exceed Amount of $127,453 with the Option for Two One-Year Extensions with a 4% Annual Increase, and a Change of the Scope of Service to Include Events Hosted by any City Department.
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Meeting Date: November 10, 2025
Contact Person/Dept.: Ted Stevens/PRCS Department
Phone Number: (310) 253-6645
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [] No [X]
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/06/2025)
Department Approval: Ted Stevens, PRCS Director (10/20/2025)
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RECOMMENDATION
Staff recommends the City Council approve Amendment No. 3 to an existing general services agreement with Technology Artists for sound and lighting services for various City events to increase the not-to-exceed amount by $84,880 for an aggregate not-to-exceed annual amount of $127,453 for the first year of the amendment with the options for two one-year extensions with a 4% increase, and a change in the scope of service to include events hosted by any City Department.
BACKGROUND
On October 26, 2023, the Parks, Recreation and Community Services (PRCS) Department released a Request for Proposal #2417 for sound and lighting services for Fiesta La Ballona’s entertainment stage, the Tree Lighting Event in Downtown, and event production services for events hosted by PRCS. Additionally, service and maintenance of the Veterans Memorial Building Auditorium’s (Auditorium) stage lighting and video projection equipment was also requested.
On April 3, 2024, Technology Artists was awarded the contract based on their responsive proposal, their knowledge of the Auditorium and Fiesta La Ballona. The original agreement was for an amount not to exceed $22,430. The agreement expires on April 3, 2026 with the option to extend it for two additional one-year terms.
The agreement was amended in April 2024 to increase the not-to-exceed amount by $5,000 for a total not-to-exceed amount of $27,430 for additional atmospheric lighting services at Fiesta la Ballona.
In July 2024, Amendment No. 2 was executed to increase the annual not-to-exceed amount for Year 1 by $14,350 for a total not-to-exceed amount of $41,780 and established the annual not-to-exceed amounts for Year 2 and Year 3 to be $42,210 and $42,653 respectively.
DISCUSSION
PRCS currently utilizes Technology Artists for the following City events
• Fiesta La Ballona
• Breakfast with Santa
• The Dr. Martin Luther King Jr. Celebration
• Senior Prom
PRCS is not the only City department that needs third-party sound and lighting support for special events.
In an effort to streamline special events and improve internal tracking, staff recommends that Council increase the scope and budget of PRCS’ existing agreement with Technology Artists to include sound and lighting for various City events. The proposed amendment would expand the scope of service to include events hosted by any City Department and raise the aggregate annual not-to-exceed amount to $127,453 in order to provide those services and build an annual 4% increase into the agreement.
PRCS staff worked with representatives from other City Departments to develop the budget for the proposed amendment.
The Economic and Cultural Development needs sound and lighting at an estimated cost of $65,000 for the following events:
• Summer Concert Series
• Jazz Night
• Juneteenth Celebration
The Cultural Affairs Division needs sound and lighting for the Music in the Chambers series at an estimated cost of $15,000.
The Human Relations Department needs lighting and sound for various in-house staff events and trainings at an estimated cost of $4,800.
In addition, other sound and lighting needs may arise during the course of the year and the proposed amendment would create a city-wide resource that Departments could utilize. If needed, Departments could administratively amend the agreement to increase the budget within the City Manager’s purchasing authority rather than solicit additional proposals for the same general scope of work and execute separate agreements. This will allow Departments to be more nimble as needs arise and reduce staff time in preparing for events.
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2025-2026 has sufficient funds in the amount of $84,880 for the first year of the proposed amendment in Account No. 10130285.619800 (Fiesta La Ballona - Other Contractual Services) which can be found on page 327 of the budget book, Account No. 10130280.619800 (Community Events & Excursions - Other Contractual Services) which can be found on page 326, and Account No. 10110500.619800 (Economic Development - Other Contractual Services) which can be found on page 192. Funding for future years of the amendment will be included in future fiscal year budgets.
ATTACHMENTS
None.
MOTIONS
That the City Council:
1. Approve Amendment No. 3 to the existing general services agreement with Technology Artists for sound and lighting services at various City events to increase the not-to-exceed amount by $84,880 for an aggregate not-to-exceed annual amount of $127,453 with the option for two one-year extensions with a 4% increase, and a change of the scope of service to include events hosted by any City department;
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City manager to execute such documents on behalf of the City.